Minutes: February 20

Meeting Chair: Katherine Bitzer Recording Secretary: Barb Hill

Attendees: Board Chair, Katherine Bitzer, Barbara Bitzer, Rev. Bill Bruce, Ginger Comission, John Fraser, Barbara Hill, Lori-Ann Livingston, Jane Maass, Lynn Oliver, Peter Oliver, Pauline Underwood;

Corresponding Member: Lynne Green, Transition Chair; Graham Brown, Trustee Chair

Regrets: Vi Peters

Guests/Observers: John Lochead

BOARD AGENDA

Welcomed by Chair Katherine and Opening Prayer was offered by Pauline.

MOTION to Approve Minutes of January 16, 2019

Moved By: Ginger

Seconded By: Jane

Motion Carried minutes as amended

MOTION to Approve Agenda for February 20, 2019

Moved By: Peter

Seconded By: Lynn O

Motion Carried

Annual Congregational General Meeting (AGM) – debrief

Comments were invited on the recent AGM. One or two reported confusion as to why some comments came forward in this meeting forum, some questions and comments were not aligned with purpose of the meeting or reflective of understanding governance and leadership. It was felt that all best efforts have been taken to share information with members. There was discussion on opportunities for sharing concerns and consensus that follow-up with specific congregants would be a beneficial.

ACTION: - Barbara Bitzer will contact a couple of members that had presented specific questions that were beyond the meeting agenda.

ACTION: - The approved Staffing plan presented by the Transition Team (TT) needs to be implemented. (Note Contracts (2) are renewed in June and a Search team fills the ministry vacancy). The Office Admin position is the primary task and there is awareness that the position is being redefined.

ACTION: - Ginger will make courtesy phone calls to all as soon as possible.

ACTION: - re: Office Admin position, Peter will initiate the process supported by Ginger and information from the Transition Team. They will determine hours and scope of work and compensation package with the Treasurer. Goal to complete initial work in the next two weeks.

ACTION: - the Chair will schedule board agenda time in March for discussion on rebuilding a Trinity M&P (Ministry & Personnel) team.

Transition Team Update

The draft Community of Faith Profile document was distributed in advance and received by the board; the Staffing model component was previously approved by the congregation at the AGM. Lynne G. led initial discussion about the profile document / data requirements about donors which is easier for a small church than for a large church which is now small which can suggest we no longer have donors and are in the process of folding. Bill will discuss and Bill will navigate the UCC bureaucracy.

The drafted profile document is open for board feedback until March 1. The Community of Faith profile document is a living document but must be submitted to the Region for approval for the Search purposes. (Congregational approval of the recommended model was done at the congregational meeting.)

Going forward, the board will review and approve the document annually.

The TT meets end of March (as some are away through March Break). In the mean time EDGE (United Church development network), TUCC (Toronto United Church Council) and Credence Consultants have been asked to research visioning and the ‘Fresh Expressions’ model at other churches. These findings will help seed or fuel the TT discussion of the ‘Fresh Expressions’ model when they reconvene.

A question raised was if prior work (conversations with leaders) in the downtown core around needs and gaps has been taken into consideration. Social Justice Coordinator Lori-Ann talked about her work with downtown agencies (refer to her monthly report)

Graham asked about spiritual audits as a way of gaining input/ insight into community gaps or needs. There is a faith community audit in progress to show impact but not specific to gaps. City Movement is a collaborative of Christian faith communities with an open event (Insights for Impact) on Mar 6th at Creekside Church in Waterloo. Lori-Ann shared the website and registration link with board members.

ACTION: Board to submit any further comments on the profile document to Lynne by March 1.

Search Committee – Katherine outlined next steps for a ministry search which include training of the Search Team by Region 8. There was fulsome discussion on recruitment of congregants for a Search team and delegation of the task of forming this search team.

Members include Gary from Region 8, Lynne Green and Mark Breathwaite from the TT. A maximum of 5, min of 1 more is required to complete the Search team.

Rev Gary Clark is Trinity's support person for this process. Members thus far include Lynne Green and Mark Breathwaite from the TT; a minimum of 3 more is required to complete the Search team.

ACTION: - Katherine has the task to approach and confirm a slate of names for the Search Committee assisted by Vice Chair Lynn Oliver. A list of names was proposed by the group as a starting point. Their goal is to complete the slate in 2 weeks time.

Trinity Archives – Donation of photographs to University of Waterloo

In reference to communication from Ken Summers on the Trinity collection being accepted by the University of Waterloo, Katherine called for a motion.

MOTION: Board Resolution agreeing to the Gift in Kind donation of Trinity photographs to the University of Waterloo Archives for local history collection and the Chair of the Board, and the Secretary of the Board be Authorized to sign on behalf of Trinity.

Moved By: Lynn O

Seconded By: Barbara B

Motion Carried

Special thanks to Ken Summers for his lengthy commitment of time and interest to the historical photographs of Trinity’s past!

ACTION: Barb will send a thank you note to Ken Summers.

Monthly REPORTS – Distributed

Katherine noted all reports should have been reviewed and reporters would answer any questions.

Faith Development - (Vi was away)

Fellowship & Caring - as distributed, no questions raised.

Finance & Facilities - Peter also noted that a rental agreement (boiler plate) is a work in progress, St. Matthews is very collaborative and primary concerns are related to cleaning and security.

Social Justice - Lori-Anne will remind the board of a couple of events we are invited to attend.

Worship & Music - In Vi’s absence Barbara B brought forward the matter of 2019 TCOW support.

The Motion tabled in January concerning TCOW funding was negated by the absence of the ‘mover’.

Barbara confirmed the total cost for participation in TCOW this year is $3k and reported that the 2019 delegate raised $830 through her concert and $1400 through a bake sale; they are at $2600, approximately $400 + short.

MOTION: that TUC provide up to $500 towards the 2019 TCOW trip to ensure expenses are covered

Moved By: Barbara

Seconded By: Ginger

Motion Carried

ACTION: Payee to be determined by Barbara B (on behalf of Vi Peters) and authorized in consultation with the Trinity treasurer.

Trustees Report -

Chair Graham also reported that Trustees are seeking direction on storage of stained-glass windows (currently in storage). He encouraged the board to consider purpose and intentions of storage and to arrive at a decision at the next meeting (March).

ACTION: Chair to include discussion and decision on stained glass windows for March meeting.

We were reminded that the external review of the Trinity legacy funds is in progress by Proteus Consultants and the confirmed purpose and time horizons of Legacy 1 & 2 are essential to this process.

Legacy 1 – to support operations; time horizon 3-5 yr

Legacy 2 – to support Capital projects (e.g. space) invest time horizon 1-2 years

Treasurer’s Report - as distributed, no questions raised.

Minister's Staffing Report as distributed, no questions raised.

Bill provided a draft Funding Plan document that will be enclosed with the Trinity Tax Receipts highlighting a comparison of the givings of the past year. The income (congregation offerings) is not ‘moving’ up, the obvious conclusion being that we are not sustainable.

Miscellaneous -

A thank you note to artist Meg Leslie was circulated for board signatures.

Peter noted that the amplifiers and wireless mic have been repaired with Keith Summers assistance.

Board Bits roster was circulated

ACTION: Minutes of the AGM held Feb 10th to be distributed by Barb and posted as DRAFT.

ADJOURNMENT at 8:39PM

UPCOMING MEETINGS/EVENTS:

Proposed Lenton Film Series on climate change A meatless potluck meal, a film and a discussion if time allows.

March 12: Beyond Crisis, presented by Transition KW.

March 19: The Story of Stuff

March 26: Do the Math

April 2: Ed Burtynsky: Manufactured Landscapes

April 9: Before the Flood

Congregational Mtg (Leadership Matters & TT Fresh Expressions Plan) June 2, 2019

Board Meetings 3rd Wednesdays at 6:30 PM

Mar 20 (March break, tbd); Apr 17; May 15; Jun 19